Setting Up Organization and Position Hierarchies

In this brief overview, we will outline in broad strokes the workflow for creating organization and position hierarchies from scratch. This article may be useful for managers who are just starting to build their new Totara sites.

Summary of Sections

Before getting into the details of organization and position hierarchies, please note the structure that will be followed.

When creating the framework, do assign an ID number for it - so that it becomes referrable on .csv files.

Create the individual organizations belonging to the framework

This can be done either manually on the interface, or via Totara sync using a .csv file named org.csv.

Your organizational structure may contain more than one dimension: for example, you may have a structure that features both geographical and division-based relationships. Since each user is ultimately assigned to a single organization on their user profile, it is recommended that a single organizational framework is set up which integrates both of these dimensions. The first diagram in the link below demonstrates such a situation:

When creating the framework, do assign an ID number for it - so that it becomes referable on .csv files.

Create the individual positions belonging to the framework

This can be done either manually on the interface, or via Totara sync using a .csv file named pos.csv.

Further notes and resources

Once the organization and position hierarchies are set up, individual users may be assigned to particular organizations and positions - either manually, or via Totara sync using a .csv file named user.csv.

Individual user profiles may also carry info on the manager of the users. The manager may be set manually, or assigned via user.csv. Managers who have been assigned a team in this fashion will find quick access to the records on their direct reports under 'My Team' on the top menu.

If you will be using Totara sync, a typical order for .csv uploads is the following:

Upload pos.csv and org.csv

Upload user.csv with 'manager' field left blank

Re-upload user.csv with 'manager' field filled in.

For a fuller account of the complete workflow and as well as info on using further features such as competencies, goals, and position & organization types, please refer to this resource: